Sample Offer Letter - External Candidates Not on Grant Funding
NOTE: The Hiring Officer may add additional comments to help personalize the letter.
Date
Name
Address
Address
Re: Role Title, Grade, Job Class, Monthly/Weekly, Exempt/Non-Exempt
Dear__________________:
We are pleased to welcome you to (Name of School/Center/Department – add Department website, if
available) at the University of Pennsylvania. Your first day of employment will be (Date). Your Role is
(University Role Title) and your salary is $$$$ per (Hour/Month). The work schedule for this (specify
hours 35, 37.5 or 40) hour position is (time) a.m. to (time) p.m., including one hour for lunch.
Continuation of your position is dependent, in part, upon your successfully meeting the established
performance expectations for this position and upon the University’s completing its review of your
references, background checks (if required) and records.
Before your first day of work at Penn, you will need to complete the following:
1. Provide verification of your identity and right to work in the United States—Per the
Immigration Reform and Control Act of 1986, we need to obtain documentation that establishes
your identity and right to work in the United States. To meet this requirement, employers must
obtain a completed I-9 form for every employee. EQUIFAX, the largest provider of employment
and income verifications in the U.S., provides us the ability to complete your I-9 form
electronically. EQUIFAX uses the strictest of security measures, including encryption, to protect
employees. Before you begin working at Penn, please go to www.hr.upenn.edu/I9 and select
[Hiring Officer: Insert appropriate School/Center here.] from the dropdown box. On your first
day of work, you must bring in the appropriate documentation in order for us to complete the I-9
process. For your information, I have enclosed a list of acceptable documents for this purpose. If
you do not have a Social Security card issued by the United States Social Security
Administration, you will need to provide your passport number and country code to your
Business Administrator.
2. Elect how you want to receive your pay from Penn—In support of the University’s
sustainability goals and for the convenience of employees, we have replaced University paper
checks with electronic payment options:
 Direct deposit to your bank account (Direct Deposit) and
 The ADP ALINE Card, with courtesy checks, (ALINE Card)1
1
While the University’s’ options for receiving payments are designed to take advantage of the benefits of electronic methods, the ADP ALINE
Card with courtesy checks option enables payees to write and cash checks for the entire amount due to them. This functionally is equivalent to a
‘check only’ process but has the added benefits of being able to the use the debit card, electronic bill payment, and/or write checks for different
amounts. If you prefer the ALINE Card but require assistance in completing a written check due to an accommodation for a disability or other
reason, please contact the Disbursement Office- Payroll (215-898-6301 or payroll@exchange.upenn.edu).
The ALINE Card is automatically issued to all new employees for purposes of receiving their pay
or reimbursements for travel or other business related expenses. An ALINE Card packet will be
sent to you directly from ADP. The packet will contain both the ALINE Card, which can be used
like any debit card, and courtesy checks, along with instructions on how to use them.
Your acceptance of employment and/or completion of your employment eligibility verification
(Form I-9) constitute consent to the University’s payroll methods, including the use of the ADP
Aline Card. You may choose to elect Direct Deposit at any time. If your Direct Deposit election
is processed in time for your first wage payment, Penn will attempt to prevent ALINE card
issuance. If you receive your pay via Direct Deposit, you do not have to activate the ALINE Card,
and you can cancel a previously activated card at any time.
For more information on both of these options, please visit the following website:
www.finance.upenn.edu/comptroller/payroll/receiving_your_pay.shtml
Below are some additional things you should know as you begin your employment at Penn:

We have partnered with HireRight, one of the world’s largest background screening providers, to
provide employment screening and ensure the wellbeing of Penn’s community. You may be
contacted by HireRight as they conduct a background check. HireRight, Inc., is located at 5151
California Avenue, Irvine, CA 92617, and can be contacted at 1-800-400-2761.

All University staff members must successfully complete an introductory period. Your
introductory period is from (date) to (date). This period gives you the opportunity to understand
the mission and goals of the University and our department and demonstrate satisfactory
performance. During this period you will receive guidance on performance expectations and your
progress at meeting these expectations will be monitored.
We hope that you find your experience at Penn in the (School/Center/Department) both rewarding and
pleasant. We are happy that you have decided to join our staff.
Sincerely yours,
Supervisor’s Name,
Title
My signature below indicates my acceptance of this appointment and my understanding that the
continuation of the position is dependent, in part, upon continued satisfactory performance. I
acknowledge that my employment is at will, that this is not an employment contract, and that my position
may be terminated at any time for unsatisfactory performance, misconduct, or for other reasons.
My signature below also indicates that as an employee of the University, I am placed in a position of
confidence and trust. My appointment may give me access to confidential information, and unauthorized
disclosure of this information would cause irreparable damage to students, staff, faculty, alumni, patients,
affiliates, agents and contractors of the University. In accepting this position, I agree that during and
after my employment with the University, I will not use or disclose any confidential information except as
may be necessary and appropriate in fulfillment of my duties, and I further agree to maintain the
confidentiality and security of University information in accordance with University information-security
policies as they may be amended from time to time. I also agree to maintain the confidentiality of my
password for all systems that I use to access confidential information.*
______________________________
[Staff Member’s Name]
_______________________
Date
*Should you have any questions regarding appropriate use, disclosure and protection of confidential information, please contact
Penn’s Chief Privacy Officer or Information Security Officer.
For Non-Resident Alien Only
Below is additional required information relating to your employment at the University of
Pennsylvania:

Please contact International Student and Scholar Services
(http://www.upenn.edu/oip/isss/) upon your arrival to the University of Pennsylvania.

If you do not have a U.S. Government issued Social Security Number (SSN), wait 10
business days before submitting an application to the Social Security Administration
Office. Instructions on how and where to apply for a social security number can be found
on ISSS’s website at http://www.upenn.edu/oip/isss/ssn/scholar.

You may be eligible for tax treaty benefits. Please visit the IRS website at
http://www.irs.gov/ to see if the US has a tax treaty with your country. If there is a tax
treaty, you must visit the following office, to determine if the tax treaty is applicable to
your specific payroll situation:
Payroll Tax Office
3451 Walnut Street
Franklin Building, 4th Floor
Monday – Friday
10:00 a.m. – 2:00 p.m.
Note: Before visiting this office, you must have a valid US Tax Identification Number
(i.e. SSN or ITIN) and your Minimum Record in PennWorks must be ‘OK’.
Your Departmental Payroll Coordinator can assist you
with the ‘OK’ determination in PennWorks.